Meeting Minutes, January 2005

Parish Council Meeting

The meeting was opened at 7.15pm on Monday, 17th January 2005 at Chilworth Infant School.

Present

2.1 Apologies for Absence

None.

2.2 Minutes of the Previous Meeting

The Minutes of the Meeting held on Monday 15th November 2004, having been circulated to Cllrs, were approved.

2.3 Declaration of Personal and Prejudicial Interest

The Chairman, Cllr Burt declared a Personal Interest in agenda item 2.15, Land Below St Martha, and notified his intention to leave the meeting if the matter was discussed.

No other Councillor declared any Personal or Prejudicial interest in any agenda items.

2.4 Matters Arising

2.4.1 Halfpenny Lane - Siting of posts

Cllr Allen reported that the she was still trying to arrange an onsite meeting with John Cheeseman (SCC Highways) herself and John Peake to discuss the siting of the posts on the road. In discussion the desirability of informing / consulting residents over the proposed siting was raised. It was hoped to extend the exercise to include Blacksmith Lane and Sample Oak Lane.

2.4.2 Entrance to Halfpenny Close - Trees and Shrubs (North side removal of Shrubbery, South side replacement of three ornamental trees)

The Clerk reported that he had discussed the matter of the shrubbery with John Cheeseman (SCC Highways) who had inspected the site and come to the conclusion that no action needed to be taken. On viewing the site, it appeared that the shrubbery had been razed to ground level. Cllr Peake warned that unless treated, the vegetation would grow back.

In respect of the ornamental trees, the Clerk had discussed the matter with Jason Hasaka (GBC Trees Officer) and made a formal request for planting. There was however some doubt that funds would be available and it had been suggested that residents of the Close might wish to raise the money themselves.

2.4.3 Gunpowder Mills - Vegetation Survey - Removal of red survey posts

See item 2.14.

2.4.4 3 Dorking Road, Shrubbery overhanging footpath

The Clerk reported that he had discussed the matter of the shrubbery with John Cheeseman (SCC Highways) who had inspected the site and come to the Conclusion that no action needed to be taken. The Chairman agreed that the householder had made a substantial clearance of the obstruction.

2.4.5 Traffic Calming Meeting

See item 2.6.

2.4.6 2003/2004 Annual Return to HLB AV Audit

The Chairman had contacted the internal auditor Peter Frost (Peter J Consultants) who had confirmed that he had returned the Annual Return to the previous clerk Lt Col Leslie Clarke. The chairman was vigorously chasing its return from Lt Col Clarke.

2.4.7 Recording of War Memories

The Clerk had approached Fenella Denning of the Chilworth History Society. Fenella then addressed the Council. She had a number of projects that would be the basis of future presentations of the History Society (Chilworth and Wartime 23rd March 2005). These included the stories of Chilworth women who formed relationships with Canadian soldiers during World War 2. Some of whom subsequently emigrated to Canada at the end of the war. Another story would recount the Zeppelin raid on St Martha during WW1. Unfortunately in respect of the project the Council had approached her about, she saw little chance of success due to operational difficulties.

2.4.8 Agenda Review

A subcommittee of the Chairman, Cllrs Peake & Hayward and the Clerk will meet on Tuesday 8th February at 7.30pm to consider ways of streamlining the Agenda.

2.4.9 Planning - Gable End, Blacksmith Lane

See item 2.11.

2.4.10 Local Listing for Titan Sheds

See item 2.14.

2.4.11 Contributions for Parish Newsletter

See item 2.16.

2.4.12 Handover of Clerk's post

See item 2.18.

2.4.13 Local listing of Chilworth Station Signal Box

The clerk had written to Alison Davidson (GBC Conservation Manager) requesting local listing for the signal box. Cllr Hayward undertook to determine whether the box was the responsibility of the Railway authority.

2.5 Police Spot

It was reported that a new Police Community Support Officer had been appointed for Tillingbourne.

2.6 Highways

2.6.1 Traffic Calming Meeting

The clerk had been in contact with Nick Morris (Wonersh Parish Council, Blackheath Traffic Group) who had agreed to address the meeting. The clerk was instructed to write to Wonersh, Shalford and Albury Parish Councils to invite Cllrs to attend on either the 21st February 2005 or the 28th February 2005 or the 7th March 2005 at 8.00pm at Chilworth Infant School. Concern was expressed that the meeting should not be primarily concerned with the Blackheath experience.

2.6.2 Long Vehicle Sign

Situated on pavement outside 10 Dorking Road on the A248 near the Tangley Crossing. The bottom right hand corner of the sign is about 5 feet above the pavement level and is a significant hazard to pedestrians, especially in the dark. The clerk to raise with the railway authority.

2.7 Rights of Way

Concern was expressed over the condition of the footpath between Chilworth Manor and Lockner Farm. The footpath was suffering from rabbit holes. The footpath is the responsibility of Surrey County Council (SCC) however the Parish Council will continue to monitor.

2.8 Correspondence

2.8.1 Guildford Borough Council (GBC) Local Strategic Partnership - Appointment of Parish Council Representative

The Parish Council voted for Richard Gan (Chairman of Albury Parish Council). Harry Pickup (Worplesdon Parish Council) elected.

2.8.2 Surrey County Council (SCC) Closure of Sampleoak Lane 12/13 February 2005 between 11.00pm and 11:00am for engineering maintenance work by Network Rail.

NOTED

2.8.3 Register of Electors from 1st Decdember 2004

New Register for St Martha ward received.

2.8.4 Obstructed pavements in Chilwort

Letter received from A. L. Webb of the Chilworth Road Safety Group enclosing an Obstructed Pavement Survey of Dorking Road. The Group requested that the Council should write to those householders identified as errant to ensure that the pavements were cleared.

RESOLVED To thank the group for the work they had put into the survey and to point out that the Council had already taken action on some of the worst cases. The Council welcomed feedback from the public and would continue to monitor the situation.

2.8.5 Guildford Borough Council (GBC) Grant aid to Parish Councils

The Council had notified GBC that the Precept for 2005/2006 had been set at £3743.00, which represented a council, tax of £9.74 for a band D property. The Council had not applied for any Concurrent Functions Grant Aid for 2005/2006. However the Clerk had confirmed that grant monies had been set aside for the purchase of land below St Martha and that some £400 grant remained unused for repairs to the War Memorial. The War Memorial grant would lapse on the 30th March 2005.

2.8.6 Surrey Structure Plan

Notification of adoption of the Surrey Structure Plan 2004 on 4th December 2004 and it's availability for inspection at public places and on the Web. NOTED

2.8.7 Sports Guildford - Membership £10.00 - circulated to Cllrs

Agenda for AGM on 22nd November 2004 and request for membership fees.

RESOLVED Not to seek membership.

2.8.8 SPISE - Membership £30 - £60.00 - circulated to Cllrs

Sane Planning in the South East - Newsletter and request for membership fees.

RESOLVED To renew membership at a subscription rate of £30.00

2.8.9 SERPA - Membership - circulated to Cllrs

South East Recreation & Play areas Association invitation to membership.

RESOLVED Not to seek membership.

2.9 Councillors' Business

2.9.1

Cllr Hayward will contact the Council's bank with a view to extending the signatory panel to include all existing Cllrs and empower the clerk to maintain the accounts.

2.9.2

Cllrs Childs & Wright raised the issue over the closure of Trodds Lane due to road works. The lane was used by many residents of Tillingbourne as a route into Guildford via Merrow. Concern was expressed that any prolonged closure would increase pressure on the Blacksmith Lane / Halfpenny Lane route. The clerk was instructed to write to Surrey County Council (SCC) Highways expressing the Council's concern.

2.10 Adjournment for Public Debate

No matters raised under this agenda item.

2.11 Planning

2.11.1 04/P/2325: Gable End, Blacksmith Lane - Two storey side extension and front porch extension following demolition of existing garage

Parish Council submitted comments. PENDING

2.11.2 04/P/2734: Brackenwood, Blackheath - First floor rear infill extension

No written comments from the Parish Council. PENDING

2.11.3

The Parish Council wrote to GBC's Planning Department on 17th December 2004 expressing concern about a newly constructed brick wall fronting the highway at Gable End, Blacksmith Lane. The wall is right on the carriageway where the lane is very narrow. It infringes the verge and is a hazard to passing pedestrians. The clerk to actively to pursue with GBC Compliance Officers.

2.12 War Memorial

2.12.1

Cllr Lunnon reported a problem of subsidence in the NE corner of the paving surrounding the War Memorial. It was not known if the problem was localised to that corner or related to the subsidence of the memorial as a whole. The Clerk to contact Harvey & Jefferson Mosaics and Bill Stacey, to undertake surveys to produce estimates for a remedy.

2.12.2

The ongoing problem of litter in the memorial are was discussed. The Chairman urged Cllrs to keep an eye on the problem and to undertake litter removal when necessary.

2.13 Surrey County Association of Parish & Town Councils

The Chairman mentioned the helpful role of Trevor Leggo in resolving difficulties over the clerk's succession.

2.14 Gunpowder Mills Estate

2.14.1

Removal of Survey Posts. The clerk had spoken to Jason Hasaka (GBC), who was covering for Adam Owen (GBC Trees & Countryside Manager), who had promised to expedite removal.

2.14.2

The Clerk had spoken with Alison Davidson (GBC Conservation Manager) on the subject of local listing for the Titan Sheds. Alison's advice was that greater protection would be afforded by designating the area of the Titan Sheds as a conservation area. The clerk had made a formal request that this be done.

2.15 Land Below St Martha's

No matters raised under this agenda item.

2.16 Parish Newsletter

The draft newsletter was available for inspection by Cllrs. There was general approval of the high standard of content and layout. The Chairman expressed the thanks of the Council to Cllr Allen. The published newsletter would have to be distributed to households. The Chairman expressed the hope that Cllrs would undertake the distribution.

2.17 Parish Web Site

The Clerk reported that Pete Western hoped to make the latest update to the site in the coming weekend. The Chairman stated that draft minutes should not be published on the web site.

2.18 Appointment of New Parish Clerk

The Clerk reported that the handover of parish documentation had been completed. Cllr Hayward congratulated the Clerk on having made a good start. This was supported by all the other Cllrs.

2.19 Finance

2.19.1 Invoices paid out of committee

2.19.2 Invoices for payment

2.19.3 Clerk's Salary and Expenses

2.20 Scope for Involvment in the Process of and Options for the Allocation of Revenues from Section 106 Planning Agreements

The Chairman requested that Cllrs try to identify ecological projects for which funding could be claimed under this heading.

2.21 Date of Next Meeting

The next meeting is scheduled to be held on 14th March 2005 in Chilworth Infant School, commencing at 7.15pm.